Program Assistant

Department: MED-Neurology

Salary/Grade: NEX/11

Target hiring range for this position will be between $20.00–$24.85 per hour. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.

Job Summary:

Coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with education, research, and/or operations. Creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc., and alerts supervisor of critical issues and upcoming events.

This position is responsible for planning and executing our department-wide events. These include Grand Rounds, Research Seminar Series, Research in Progress, and Lunch n Learn. The role works with planning committees to identify speakers, plan and book their travel, schedule and create itineraries, host the candidate, and ensure catering, AV/IT, and auditorium scheduling are managed. It also supports faculty recruitment efforts by scheduling and booking travel, creating itineraries, and hosting visits.

Occasional assistance with other programmatic assignments may be required.

• Independently responds to and composes correspondence.
• Creates and maintains standard spreadsheets and/or databases.
• Prepares queries, reports, statistics, tables, charts, etc., based on information compiled from various sources.
• Determines format, elements, trends, etc.

• Maintains websites and/or blogs.
• Creates new web pages and/or updates standard information/data within the application’s content management program.

• Approves appropriate expenses, purchases and reimbursements per budget.
• Creates and maintains financial records.
• Prepares forms.
• Verifies appropriateness and accuracy of charges.
• Processes and reconciles expenses, accounting transfers, and/or appropriation changes.
• Updates financial transaction spreadsheets and databases.
• Generates summary reports and statistics.
• Processes routine payroll actions.
• Maintains accounting balances for grants/contracts.

• Initiates full range of HR actions such as new employee department orientation.
• Resolves hiring, termination, etc. processing problems.
• Drafts job descriptions.
• Explains HR procedures.

• Manages supervisor’s and/or department calendar.
• Manages registration and travel.
• Organizes and coordinates events which may include creating timelines.
• Collects agenda items and background materials.
• Creates registrant profiles.
• Coordinates complex itineraries involving domestic and/or international travel, etc.
• Prepares annual event, conference and/or meeting budget.
• Verifies invoices and expense reports; and/or reconciles to budget.

• Screens and prioritizes incoming calls.
• Responds to inquiries.
• Provides basic interpretation of policies and procedures.
• Researches information to resolve problems or issues.

• Provides a variety of administrative support for student services such as recruitment, admissions, applications, curriculum, program evaluation.
• Recommends alternatives for course requirements.
• Reviews administrative processes and procedures regarding student services and recommends changes.

• Coordinates work of receptionists, program assistants, temporary/work‑study students, secretaries, research/clerical assistants, interns, etc.

Performs other duties as assigned.

A high school diploma or equivalent required.

4 years of administrative support or other relevant experience required.

• Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.

At Northwestern, we are proud to provide meaningful, competitive, high‑quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://(Use the "Apply for this Job" box below). to learn more.

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